36C24219Q0027-001.docx

Quality Assurance Surveillance Plan (QASP) for

ALBANY V.A.M.C UNIFORM SERVICES PROGRAM

113 HOLLAND AVENUE, ALBANY, NY, 12208

Contract Number:

Date of Award:

Contractor’s Name and Address:

Location:

Contracting Officer’s Representatives (COR):

Contracting Officer:

APPROVED:

DATE:

Contractor Manager Name and Title

1. INTRODUCTION: This Quality Assurance Surveillance Plan (QASP) has been developed to ensure the performance of critical contract elements. The QASP serves as the plan for surveillance of performance and identifies the performance indicators, standards, inspections methods and procedures to be used in monitoring performance. It details thresholds for acceptable and unacceptable performance for specific tasks within the SOW/PWS.

Overview. This QASP outlines the procedures for surveillance of the contract order. Included are procedures for evaluating the contractor’s performance and how key services will be inspected. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

1.1 Purpose and Objectives. The objective of this surveillance plan is to provide a systematic method to evaluate the services the Contractor is required to furnish by the contract. The primary interest is in the final product/service that the Contractor is providing and not in the details of how the contractor is accomplishing the task. The COR may evaluate work at any time during the Contractor’s work performance. This plan documents the methods to be used for measuring each contract requirement, the scheduling of inspections, and the results of the surveillance program.

2. Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, an Inspection of Services clause, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. RESPONSIBILITIES: The Contractor is responsible for management and quality control actions necessary to meet the terms of the contract. The role of the government is quality assurance to ensure contract services are achieved.

3.1 The contractor, not the Government, is responsible for the management and quality control actions necessary to meet the terms of the contract. It is understood that on rare exceptions unforeseen and uncontrollable problems do occur. This has been recognized and incorporated into thresholds for acceptable and unacceptable performance. Good management and use of an adequate quality control plan will allow the contractor to operate within specified performance requirements. The contractor is responsible for providing all information to the government that is necessary to accurately evaluate performance.

3.2 The government desires to maintain a quality standard for completion of all tasks specified in the SOW/Contract and is responsible for developing measurable standards to evaluate performance against. This contract requires services in the field of public health which directly impacts the security of the U.S. and which requires access to protected health information. Due to the sensitivity and the nature of this contract and the adverse events that will occur if inadequate performance is allowed, the level of surveillance and performance standards will be higher than for many governmental contracts.

3.3 COs/CORs are to be objective, fair and consistent in evaluating contractor performance against the standards.

3.3. Each document provided for analysis by the contractor will be maintained by the contractor for inspection for the period of the contract. Each evaluation made by the CO/COR will also be documented and filed for further reference, audit, and proof of inspection by the CO/COR.

3.3.1 The following personnel shall oversee and coordinate surveillance activities.

Program / Project Manager:

The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

Assigned PM: N/A Organization or Agency: Dept. of VA Telephone: N/A Email: N/A Contracting Officer (CO):

The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned CO: Anthony Murray Organization or Agency: Dept. of VA Telephone: 518-626-6138 Email: Anthony.Murray2@va.gov Contracting Officer's Representative (COR):

The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

Assigned COR: Alexia Briwa Organization or Agency: Dept. of VA Telephone: (518) 626-6801 Email: Alexia.Briwa@va.gov This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor contractor performance.

Contractor Representatives:

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract.

Program Manager - Telephone:

Email:

Task Manager - Telephone:

Email:

Other Key Contract Personnel - Title:

Telephone:

Email:

3.3.2 Contract Description:

Disincentives

Uniform Service

Weekly inspection

3.3.1 Other Surveillance Records. The COR/QAE at times will need to make other types of records such as MFRs, or Memoranda of Telephone Conversation.

4. SUCCESSFUL PERFORMANCE AND REMEDIES:

4.1 Unacceptable Performance. If performance is judged unacceptable, the COR will initiate a Contract Discrepancy Report (CDR) and obtain the contractor’s representative’s initials on the record of the observation and submit the CDR, along with the Inspection Checklist recording the unacceptable performance, to the Contracting Officer. The seriousness of the situation should govern whether the COR should provide the CDR to the Contracting Officer as soon as unacceptable performance is indicated or wait until not later than the third workday of the month following the surveillance.

4.2 Acceptable Performance. The government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

4.3 Inform Contract Manager. The COR must always contact the Contractor’s manager or on-site representative and inform them of the unacceptable performance, and have the manager initial the entry on the Inspection Checklist. The COR must note on the back of the checklist where the defect was found, the time and method of notification, and the COR’s initials.

5. EXAMPLE CDR:

Contract Discrepancy Report (CDR)

7. MAJOR

FINDING:

FINDING IMPACT:

MINOR

8. COR

9. CONTRACTOR CORRECTIVE ACTIONS AND ACTIONS TAKEN TO PREVENT RECURRENCE

10. Contractor's Representative/On-site manager

13. COR/Government Program Manager

7. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor QUARTERLY to assess performance and shall provide a written assessment.

6. REVISIONS TO QASP: revisions to the surveillance plan are the joint responsibility of the COR and the CO.

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative